Quote follow-up email sequence: three short emails that keep a quote alive without chasing.
Day two, day five, day ten. Written in plain NZ English with the brackets to replace, plus notes on timing and when to stop. Built for cleaning, garden and pest control quotes, usable by any trade. Free, no email required.
How do you follow up a quote without annoying the client?
Send three emails, each with one job. Two working days after the quote, check it arrived and made sense. Five days after, answer the two questions people usually have (what the first visit looks like, how scope changes are handled) and ask for a start week. Ten days after, say you are closing the file unless they want it open, and state the date the price holds until. Stop the moment they reply. Responsiveness is one of the most-praised traits in NZ property maintenance reviews (21.1 to 36.3% of positive reviews); a quote that goes quiet reads as the opposite.
The job this document is doing.
- —The quote goes out and the next contact is the client, three weeks later, asking if you are still interested
- —“Just checking in” sent three times, saying nothing new each time
- —No stated expiry, so a quote from April is accepted in September at April’s prices
- —A no gets no reply, and the client remembers that more than the price
Open it and use it today.
- 01Timing and stop rules in one paragraph
- 02Email 1: arrival check, one line restating what the quote covers
- 03Email 2: the two most-asked questions answered, with a soft ask for a start week
- 04Email 3: closing the file, price-hold date, easy way back in
- 05Five notes on using the sequence, including logging sends and answering a no within a day
Free to use and adapt for your own business. Not legal advice: check contract terms against your own terms of trade and, where it matters, with a lawyer.
Why this document, and not another one.
| Category | Responsiveness praised | Aftercare or follow-up praised | Quote accuracy praised |
|---|---|---|---|
| Cleaning services | 32.4% | 2.9% | 4.2% |
| Garden and outdoor | 21.1% | 1.4% | 10.6% |
| Pest control | 36.3% | 5.5% | 3.0% |
Share of positive reviews (80 or more out of 100) mentioning each trait, from 12,570 publicly posted reviews of 186 NZ cleaning, garden and outdoor, and pest control businesses, collected August 2026. Full corpus, method and thresholds: the property maintenance methodology page. Full findings: the property maintenance research study.
Use it alongside
First visit checklist for property maintenance
The first job at a new property sets the standard every later visit is judged against.
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